Flexible Workspace: A Solution for Remote Team Management
Any good leader knows that team management can be a challenge. Keeping morale up while advocating for your employees’ welfare, balancing productivity with culture-building, exceeding targets while staying under budget…that’s a lot to juggle with everyone in the office.
And when teams aren’t physically in the same location, day in, day out? As beneficial as hybrid-working models are, there comes a unique set of challenges to managers and department heads when it comes to keeping everyone on track and motivated from across the globe.
Luckily, flexible workspaces are emerging as the ideal solution to bring remote and hybrid teams together – enhancing productivity, collaboration, and overall team well-being. As a manager, how can you ensure that remote work doesn’t mean disconnected work?
Let’s walk through a few tried-and-true strategies for managing remote and hybrid teams using the benefits of flexible workspaces.
1. Embrace Video Conferencing for Seamless Communication
Video conferencing has become the go-to tool for remote work communication, and with good reason. For managers of remote or hybrid teams, leveraging video conferencing software like Zoom, Microsoft Teams, or Google Meet is essential to keep team members aligned, maintain regular check-ins, and encourage collaboration.
But how do flexible workspaces enhance this process?
Many flexible workspaces, particularly those designed for hybrid working models, come equipped with state-of-the-art video conferencing technology, meaning you won’t need to worry about patchy Wi-Fi or unprofessional-looking backdrops. By hosting important video calls in flexible workspaces with reliable tech infrastructure, managers can create a seamless experience for both in-office and remote team members, making everyone feel involved and engaged.
A well-run video conference can make virtual team meetings feel almost as connected as in-person gatherings. Well-run is key here: we’ve all been sat on endless Zoom calls, watching the minutes go by, struggling to keep pace with the information.
To make the most of video conferencing, opt for the following:
Regular Stand-Ups: Schedule short, daily or weekly video calls to ensure the team is on the same page.
Virtual Coffee Chats: Encourage casual, non-work video chats to keep the team connected on a social level.
Hybrid Meeting Rooms: Use flexible workspaces with integrated tech that allows remote team members to participate just as easily as those in the room.
2. Schedule Shared On-Site Days for In-Person Collaboration
Flexible workspaces are perfect for facilitating a mix of remote and on-site collaboration. One of the main advantages of hybrid work models is the ability to allow for remote work while still bringing teams together when it’s needed most.
Scheduling regular on-site days where the whole team comes into the office is a great way to foster collaboration and give everyone the face-to-face interaction that can go missing while working remotely (even the biggest proponents of a remote-working model can’t deny the energy of an in-person exchange!)
Shared on-site days don’t need to happen daily – once or twice a week (or even once a month, depending on your team’s needs) could be enough to bring that project brainstorm to life…or at least to the next stage on the GAANT chart.
Here’s how you can make the most of shared on-site days:
Plan Ahead: Ensure team members know the dates well in advance, especially those with long commutes or childcare commitments.
Use Flexible Workspace Tools: Many workspaces (like Grafter!) allow you to easily book workspaces through member portals and apps. Many provide the option to book entire conference rooms, event spaces, or private offices for a day.
Balance the Day: On on-site days, mix focused work with collaborative projects. Give the team space to work independently, but also
3. Prioritise Employee Welfare with Well-Being Programmes
Good managers know there’s more to the job than productivity – team welfare is just as important as hitting KPIs.
Working from home can be isolating, and the lack of physical separation between work and life can lead to burnout. Flexible workspaces are increasingly offering wellness programmes that managers can take advantage of to prioritise their team’s mental and physical health.
From online guided mindfulness meditations and on-site yoga classes to ergonomic workstations, these wellness initiatives help create a supportive and healthy work environment for team members, whether they’re in the office or remote.
How else can you utilize flexible workspaces to best look after your team’s well-being?
Offer Flexibility: Encourage team members to work from a flexible workspace of their choice, where they have access to wellness amenities.
Organise Well-Being Days: Use flexible workspaces that offer wellness initiatives, such as yoga sessions or meditation breaks, and invite your team to participate during shared on-site days.
Provide Access to Healthy Snacks and Breaks: Many flexible workspaces offer kitchens with healthy snacks and hydration options. Encouraging your team to take regular breaks and stay nourished can go a long way in promoting their well-being.
4. Foster Team Bonding Through Social Activities and Team Building
One of the best investments you can make is in a happy, healthy workforce – and that starts with creating a positive and sustainable company culture through team building.
Authentic team-building is essential to keep employees motivated, and scheduling activities – both virtual and in person – that bring the team together will maintain team cohesion and help members feel like they’re part of a larger community.
Flexible workspaces are often synonymous with events and networking. With built-in event spaces and a schedule of membership activities, they’re the perfect setting for team-building days. From workshops to team lunches or after-hours social events, these spaces are designed for collaboration and connection, not just work.
Here are a few ideas for team-building activities in flexible workspaces:
Workshops: Organise creative workshops (such as design thinking or problem-solving activities) in flexible workspaces’ event spaces.
Social Events: Plan after-work events like trivia nights or team drinks. Many flexible workspaces are located near vibrant restaurant districts, making it easy to transition from work to socialising.
Virtual Team Games: For fully remote teams, schedule virtual team-building games (e.g., quizzes, virtual escape rooms) and use a flexible workspace with excellent video conferencing capabilities to host them.
5. Optimise Your Workspace with Ergonomics and Lighting
Lastly, the physical space you and your team work in can have a massive impact on productivity and comfort. Whether working from home or in an office, ergonomic furniture, proper lighting, and a well-organised workspace are essential for preventing fatigue and promoting focus.
Flexible workspaces often offer ergonomic furniture as part of the package, as well as providing well-designed breakout spaces and lounges for productivity. When managing a remote or hybrid team, encouraging your team to make use of these workspaces when they can will ensure they’re working from comfortable, optimised environments.
To boost productivity, encourage team members to:
Use ergonomic desks and chairs in flexible workspaces. If your team is fully remote, consider instituting a furniture credit that will allow team members to kit out their home office with ergonomic chairs and standing desks.
Choose well-lit environments with plenty of natural light.
Declutter their workspace to minimise distractions.
Flexible workspaces are all about making the working day a seamless one, and that includes your role as a manager of hybrid or remote teams. From state-of-the-art video conferencing tech to providing team-building activities and wellness programmes, flexible workspaces are designed to support both productivity and team welfare.
By leveraging these resources, managers can ensure their teams stay connected, motivated, and healthy – no matter where they’re working from.
Need a better solution for your hybrid team? Talk to our Sales team about workspace options for you and your business at Grafter.